Vehicle Modification and Parts Record

Who this is for

What has been changed on the vehicle and what it cost. Each row records the part, its number, where it came from, the cost of the part and of fitting it, and whether the insurer was told. A second table tracks the original parts you kept.

Owners who modify a vehicle and will one day sell it, restorers keeping a build record, and anyone who needs to show an insurer or a buyer exactly what is fitted.

What this helps you track

• Every part fitted, with the make and the part number that identifies it
• Where each came from, so the same supplier can be used again
• The cost of the part and of fitting it, and what the two come to
• Whether each change has been declared to the insurer
• Where the original parts are stored, for the day the vehicle goes back to standard

How to use it

1. Write the vehicle, the registration and the insurer you would tell at the top.
2. Add a row for each change: the date, the part or modification, the make and part number, and who supplied it.
3. Enter the cost of the part and the cost of fitting separately; the total column adds them in the browser and the workbook.
4. Tick the insurer column once the change has actually been declared, not when you mean to.
5. Record the original part in the second table if you kept it, with where it is stored and the date it came off.
6. Keep receipts and fitting invoices with the sheet — a modification with paperwork is worth more than one without.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Do I have to tell my insurer about modifications?

What has to be declared is set by your policy and by the rules where you are, and the answer differs between insurers. The tick column is there so you know which changes you have told them about; ask your insurer what they want to hear.

Why record part numbers?

Because a part number is the only description a supplier can act on two years later. It is also what a buyer or a garage will ask for when something needs replacing.

Should I keep the original parts?

That is your call, and it depends on space and on whether the vehicle might be put back to standard. The second table exists so that if you do keep them, you can find them.

Can I use it for a restoration rather than modifications?

Yes. A restoration is a long list of parts with numbers, suppliers and costs, which is exactly what the main table holds. The originals table then records what came off and whether it was kept or scrapped.